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How to avoid hiring nuts lemons and lay abouts

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  • 1. SPECIAL How To Avoid Hiring Nuts, ACTION REPORT Lemons And Layabouts An estimated 30% of “blue collar” employees, and 10% of others, leave within the first four weeks of employment. And, guess what? They’re not the nuts,A complimentary report lemons and layabouts. Yet, both the early leavers and the nuts, lemons and provided by an layabouts are major components of the same problem - poor staff selection. independent BBG…Business Development Estimated Costs Of Recruiting An Executive - $15,000 to $80,000 Specialist Note this well: The costs of staff replacement are enormous and not readily Our purpose: understood by managers. Recent studies indicate that it costs between $15,000 - $80,000 to recruit somebody for an executive position.To provide practicalbusiness information that works… The tangible costs include: Guaranteed! AdvertisingIn particular how to: Business Time involved in interviewing Publications Increase Sales Credit and reference checks Reduce CostsPty Ltd Australia Agency fees Improve Productivity Psychological tests and various other means of determining the ability of the candidates Better Business Group Ltd Telephone calls and paper work Relocation costs, etc.Serving Australian andNew Zealand Business. There are also some significant intangible costs to be borne in mind, BBG Australia including: Suite 7, Royal ArcadeCnr Barolin & Bourbong Internal disruption to the usual work routineSt, Bundaberg, Qld 4670 Reduced efficiency and productivity while the gap exists Phone+61 412 667 559 Possibility of a decline in product and service standards. Fax +617 3036 6174 Possibility of a loss of sales and customer goodwill Email:bbgau@betterbusinessgroup.biz BBG New Zealand And then there are the potential “dirty costs” of hiring nuts, lemons and layabouts: 1329 Akatarawa Road Upper Hutt 5372. New Zealand Industrial disputation Phone: +64 4 5266880 Legal costs Fax: +64 4 5264024 Claims for unfair dismissal Email:bbgnz@betterbusinessgroup.biz Plus stress, worry, emotional trauma, and misdirected focus. etc., etc. Presented By: These costs can be substantially reduced by better recruitment/selection techniques at the job interview. Page 1 of 9 Copyright © Fred Steensma
  • 2. How To Avoid Hiring Nuts, Lemons And Lay-AboutsThe Key Aspects Of Staff Recruitment – In A Nut ShellMuch has been written on this subject, and just about all of it says the same thing – nothing newever arises. But, my goodness… how we flaunt the basics. Please, please, please, note this: Define the job in writing by giving specific details of the functions to be performed, the approximate time each function takes, the qualifications and experience required, etc. A sample of a typical Job Specification Form is included later in this section. Analyse the various advertising media to determine the most likely to attract the ideal applicant. Check and re-check your advertisement to ensure it is crystal clear about the person you are seeking. Remember anti-discrimination legislation when wording the advertisement. Use standard application forms to ensure that all detail obtained from applicants are comparable. Preplan the interview by framing relevant questions to ask the applicant. Always check references to determine the personality, experience and ability of the applicant. Credit checks and criminal checks may also be useful. Insist on submitting the applicant to a practical test. If they say they can type a standard business letter at 100wpm, or drive a bobcat in a confined space, make them prove it. Upon completion of the interview, attempt to analyse the applicants suitability by using standard review forms (so that a uniform approach can be adopted when reviewing all of the job applicants).Once all applicants have been reviewed and the decision made, it is good business practice toadvise the successful applicant in writing, setting out clearly the terms and conditions of theemployment offer. At the same time, letters should be sent to the unsuccessful applicantsthanking them for their time and effort. This does the goodwill of the business no harm.ESTABLISHING THE NEEDFirst up, lets ask the most important question:Do you really need to create that new job or fill the vacancy?Don’t make the mistake of creating new jobs as a “knee jerk” reaction to a temporary overloadproblem. Think the matter through carefully and ask your fellow workers for their thoughts.The following questions will help you make up your mind: What is the purpose of the new job? What tasks will the new job encompass? Is anybody currently performing these tasks? How long have the employees who presently perform these tasks been overloaded? Is the additional workflow the result of permanent extra work or is it the result of a “hiccup” in the usual business cycle?Page 2 of 9 Better Business Group Ltd Copyright © Fred Steensma Australia- Suite 7, Royal Arcade Cnr Barolin & Bourbong St, Bundaberg, Qld 4670 - +61 412-667 559– Email: bbgau@betterbusinessgroup.biz New Zealand- 1329 Akatarawa Rd, Upper Hutt 5372, NZ - +64 4 5266 880 - Email: bbgnz@betterbusinessgroup.biz
  • 3. How To Avoid Hiring Nuts, Lemons And Lay-Abouts Is there enough work for a full-time employee? Can the extra work be handled by any of these means: - Hiring temporary assistance - Getting current staff to work extra periods - Sub-contracting the work to others - Streamlining the work procedures - Re-allocating other job requirements What is the worst scenario if the work remains undone, or is late in completion? Will the need for this new position exist in 12 months’ time… in two years’ time? How much will the new job position cost? (Consider all on-costs, like superannuation, training, administrative expenses, etc., as well.) Can the new position be filled from within the ranks of present employees? How do the employees feel about the need for the new position? Does the labour market have sufficient candidates from which to choose?Question: Once the need for the job has been decided, what should be done?Answer: A job description form should be completed indicating the various functions of the job. A job specification form should also be prepared, outlining the attributes and skills of the ideal candidate. The more planning you put into these profiles, the better will be your recruiting prospects.As the saying goes:“If you don’t know what you’re looking for, you won’t know what you’ve got”.CONDUCTING JOB INTERVIEWSHere’s what usually happens, and it costs $$$$$$$$:Untrained employers talking generalities about jobs they have not analysed to would-beemployees about whom they know little…and then deciding whether or not to offer them a job!Of course, this approach almost guarantees a disastrous outcome!Poor interviewing can produce adverse results. It looks easy, and we are all inclined to think weare good at it. Those guilty of poor interviewing techniques are either unaware of, or have lostsight of, the three main objectives in any interviewing process. The first and most obvious objective is to establish whether the candidate is suitable for employment and, naturally, whether their talents meet the requirements of the position. The second objective is to ensure that the applicant has an accurate picture of the job for which they are being considered.Page 3 of 9 Better Business Group Ltd Copyright © Fred Steensma Australia- Suite 7, Royal Arcade Cnr Barolin & Bourbong St, Bundaberg, Qld 4670 - +61 412-667 559– Email: bbgau@betterbusinessgroup.biz New Zealand- 1329 Akatarawa Rd, Upper Hutt 5372, NZ - +64 4 5266 880 - Email: bbgnz@betterbusinessgroup.biz
  • 4. How To Avoid Hiring Nuts, Lemons And Lay-Abouts The third objective (possibly not recognised by many) is to conduct the interview in such a manner that the candidate feels he or she has had a fair hearing, whether engaged or not. Disgruntled candidates venting their displeasure to any and all who would listen have cost many businesses a lot..Stages of the interview:There are three distinct stages to any interview: The “opening”… Put the applicant at ease. Explain the objectives of the interview and how it will proceed. The “exchange of information”… This is the “meaty” part of the interview where you gather the information you require from the candidate. Obviously, the way you conduct this phase of the interview is critical because you will be gathering information in three distinct areas: - Work history - Educational background - Professional goalsWork History:In the area of work history, there are several things you will want to explore: Specific duties and responsibilities in prior positions Accomplishments at previous jobs Progress in terms of promotions, pay increases, or added responsibilities Failures, and how they were handled What the applicant liked and disliked about each of the previous jobs held The reasons for leaving each previous position.Educational Background:When exploring educational background you want to know: What education beyond high school the applicant has When and where post-secondary degrees or diplomas (if any) were obtained How successful the applicant was What the applicant’s best and worst subjects were In which extracurricular activities was the applicant involved How the applicant’s education was financed If education was an enjoyable experience, or did the applicant feel forced into it.Professional Goals:An important aspect of any interview is determining what the applicant’s personal andprofessional goals are. You want to know: What the applicant considers to be his or her outstanding achievements What are applicant’s long-range career goalsPage 4 of 9 Better Business Group Ltd Copyright © Fred Steensma Australia- Suite 7, Royal Arcade Cnr Barolin & Bourbong St, Bundaberg, Qld 4670 - +61 412-667 559– Email: bbgau@betterbusinessgroup.biz New Zealand- 1329 Akatarawa Rd, Upper Hutt 5372, NZ - +64 4 5266 880 - Email: bbgnz@betterbusinessgroup.biz
  • 5. How To Avoid Hiring Nuts, Lemons And Lay-AboutsTips to make your interview effective:1. Plan for the interview before you begin.2. Follow a logical sequence in your questioning3. Create a comfortable interview environment4. Put the applicant at ease immediately, and keep up the rapport throughout the interview5. Keep your reactions to yourself (including non-verbal responses)6. Take notes to help you remember all the details about each applicant7. Don’t oversell the position8. Learn to listen more than you talk. As a general rule, you should dominate the “airwaves” for less than 30% of the time.Other suggestions to bear in mind include: Conduct the interview in quiet surroundings. Noise and distractions make concentration difficult both for you and the candidate. Try to avoid interruptions, phones ringing, staff coming and going. Interruptions will make the applicant feel that the interview is not that important, and that you are not listening Observe “body language”. This can give another insight into interest, enthusiasm, communication, and keenness. Don’t ask “close-ended” questions which elicit monosyllabic answers Ask for further explanation on incomplete answers to make sure that the candidate has really understood the question Keep an open mind. First impressions are often lasting. But often nerves, and a feeling of being ill at ease, can cause unusual behaviour in a job applicant. It is also important to interview all candidates before making a decision on the successful applicant.Mistakes people make when interviewing candidates: Not taking notes at each interview Overlooking either ability or willingness to do the job Giving interviewees answers to key questions Losing control of the interview Not testing the candidate’s communications skills Hiring a person who is not interested in some parts of his/her current job, or company Prehiring Having departing employees conduct the interviews for their replacements Failing to check references Inadequate application forms Not listening and talking too much Failure to prepare for the interview.Page 5 of 9 Better Business Group Ltd Copyright © Fred Steensma Australia- Suite 7, Royal Arcade Cnr Barolin & Bourbong St, Bundaberg, Qld 4670 - +61 412-667 559– Email: bbgau@betterbusinessgroup.biz New Zealand- 1329 Akatarawa Rd, Upper Hutt 5372, NZ - +64 4 5266 880 - Email: bbgnz@betterbusinessgroup.biz
  • 6. How To Avoid Hiring Nuts, Lemons And Lay-AboutsAfter the interviewBelieve it or not, the most important moments of the interview process occur the minute theapplicant leaves the room...because it’s time for the interviewer to record his/her thoughts.The attached Interview Review Form will help you to accurately record information while it’sstill fresh in your mind.THE CHECKING PROCESSReviewing resumesThe presentation of resumes by job applicants is now commonplace. But, beware! Studies showthat as many as 30% of all applicants exaggerate or misrepresent themselves in their resumes.Follow these simple guidelines when reviewing a resume:Overall appearance and organisation: Does the resume provide the information you need? Has the information been presented in a logical sequence? Is the resume free of grammatical and spelling errors? Is there evidence that the applicant put a lot of effort into its appearance?Education and experience: In the past, many resumes have misrepresented both educational qualifications, work experience, and job titles. These should be checked out thoroughly. Study carefully the chronological order of past jobs, and particularly the length of time spent at each job. Ensure that the resume clearly spells out the duties of the applicant as well as the responsibilities… in other words, what did they actually do?Other matters: Has the candidate listed off duty activities? This will give insight into the character of the person.Reviewing applications: For consistency and ease of comparison, it is preferable that all applicants complete the same application form. When reviewing the application, consider these issues: - How clear are the explanations and answers to the questions? - Did the applicant rush through the form or take time to do it correctly? - Were instructions followed?Page 6 of 9 Better Business Group Ltd Copyright © Fred Steensma Australia- Suite 7, Royal Arcade Cnr Barolin & Bourbong St, Bundaberg, Qld 4670 - +61 412-667 559– Email: bbgau@betterbusinessgroup.biz New Zealand- 1329 Akatarawa Rd, Upper Hutt 5372, NZ - +64 4 5266 880 - Email: bbgnz@betterbusinessgroup.biz
  • 7. How To Avoid Hiring Nuts, Lemons And Lay-Abouts - Were questions understood and answered with relevant information? - Was care taken to keep the application form clean and neat? - Can the handwriting be read? - Are there cross outs and erasures? - Does the experience offered match the experience required for the job?Can you get a good idea of the applicant’s past duties from the description given?Checking references: Reference checking by telephone is the most common means of obtaining information about job applicants. It’s quick and effective, providing you reach the right person with the right questions. By using a Telephone Reference Check Form you are able to conduct an efficient and continuous conversation with each reference you contact. You’ll have the key questions at your fingertips and will be more likely to get accurate, objective information. However, be mindful of the fact that in seeking references by phone you will strike resistance.Here are some tips to help you break through the resistance barrier: Be confident in your approach Assure the person that everything covered in the conversation will be strictly confidential Stress the need for the information in order to give the applicant a fair consideration.Also, don’t overlook conducting checks into the financial stability of the applicant. Dun andBradstreet and the Credit Reference Association of Australia provide these services. Finally,The 10 most common mistakes made in employee selection: 1. Inadequate screening 2. Dominating the interview 3. Inadequate preparation for the interview 4. Stereotyping the candidate 5. Lack of knowledge of position to be filled 6. Failure to probe for depth 7. Unintentionally “coaching” the candidate as to the answer expected 8. Evaluating solely in relation to other candidates 9. Ineffective use of questions 10. Premature evaluation and selectionPage 7 of 9 Better Business Group Ltd Copyright © Fred Steensma Australia- Suite 7, Royal Arcade Cnr Barolin & Bourbong St, Bundaberg, Qld 4670 - +61 412-667 559– Email: bbgau@betterbusinessgroup.biz New Zealand- 1329 Akatarawa Rd, Upper Hutt 5372, NZ - +64 4 5266 880 - Email: bbgnz@betterbusinessgroup.biz
  • 8. How To Avoid Hiring Nuts, Lemons And Lay-Abouts INTERVIEW REVIEW FORM Name of Applicant:__________________________ Tel No.:____________________ Position Sought: _________________________________________________________ Date Interviewed: ____________________ Interviewed By: ____________________ 1st Interview 2 nd Interview 3rd Interview PLEASE REPORT YOUR INTERVIEW IMPRESSIONS BY TICKING THE MOST APPROPRIATE BOX APPEARANCE ALERTNESS Very untidy, poor taste in clothes Slow to `catch on’ Uncaring about personal appearance Somewhat slow and needs explanations to be Satisfactory repeated Good taste in clothes, better than average Grasps ideas with average ability appearance Comprehends well and quickly Usually well groomed, neat, excellent dress sense Exceptionally keen and alert FRIENDLINESS GENERAL JOB KNOWLEDGE Appears distant and aloof Poor Approachable, quite friendly Fair Warm, friendly, sociable Average knowledge Outgoing and very sociable Well informed Extrovert Excellent knowledge of field POISE EXPERIENCE Ill-at-ease, appears nervous and `jumpy’ No experience matching this position Somewhat tense and easily irritated Some experience suitable for position Poised and comfortable Average qualifications for this position Confident, enjoys crises more than the Good background with considerable experience average person Excellent background and experience Very well composed and enjoys working under pressure DRIVE AND ENTHUSIASM PERSONALITY Has no particular direction or purpose Not suitable for this position Sets low goals and makes little effort to achieve them Could be a problem for this job Average goals and average effort Satisfactory for this job Appears earnest with great will to attain goals, Totally acceptable for this job enthusiastic Excellent for this job High goals with constant wish to achieve them, CONVERSATIONAL ABILITY very keen Talks little with poor expression OVERALL RATING Attempts expression but doesn’t do a very good job Definitely unsatisfactory Articulate Below standard Talks well and is concise Average Fluent, forceful and expressive Definitely above average ExcellentPage 8 of 9 Better Business Group Ltd Copyright © Fred Steensma Australia- Suite 7, Royal Arcade Cnr Barolin & Bourbong St, Bundaberg, Qld 4670 - +61 412-667 559– Email: bbgau@betterbusinessgroup.biz New Zealand- 1329 Akatarawa Rd, Upper Hutt 5372, NZ - +64 4 5266 880 - Email: bbgnz@betterbusinessgroup.biz
  • 9. How To Avoid Hiring Nuts, Lemons And Lay-Abouts OVERALL ASSESSMENT Yes No Does the applicant have the all round experience for the job? Will the applicant fit into the current staff environment? Does the applicant have potential for further advancement? Should this applicant be hired if all reference checks are satisfactory? Comments: _________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ If no, should the applicant be considered for this or another position at a later date? __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ Additional comments __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ FURTHER ACTION: Responsible Date If applicant not to be considered any further: 1. Send letter of appreciation and return any personal papers _______________________ 2. Pass application onto another possible employer _______________________ 3. File name in “Future Employees” file for further reference _______________________ 4. Archive all papers _______________________ If applicant to be considered further: 1. Check out references, employment history, educational standards _______________________ 2. Perform routine financial checks _______________________ 3. Schedule for further interview to demonstrate skills ______________________Page 9 of 9 Better Business Group Ltd Copyright © Fred Steensma Australia- Suite 7, Royal Arcade Cnr Barolin & Bourbong St, Bundaberg, Qld 4670 - +61 412-667 559– Email: bbgau@betterbusinessgroup.biz New Zealand- 1329 Akatarawa Rd, Upper Hutt 5372, NZ - +64 4 5266 880 - Email: bbgnz@betterbusinessgroup.biz